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Free tool repair / service request form
Free tool repair and service request form (PDF-ready). Covers fault description, urgency, photos, parts needed and repair outcome. Download free.
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3 checks
The fields in the printable form, in a view that fits your screen.
- Date
- Requested by
- Department / team
- Contact number
- Tool description
- Make / model
- Asset ID / serial #
- Location / site
- Assessed by
- Date assessed
- Parts required
- Estimated cost
- Est. completion
- Repair approved by
- Repair completed
- Parts used
- Total cost
- Returned to service
Checklist
Requester Acknowledgement
Signature · Print name · Date
Repair Technician Sign-off
Signature · Print name · Date
Supervisor Approval
Signature · Print name · Date
The MapTrack tool repair / service request form contains 3 checks.
General guidance only. Check the form against your equipment manual, site procedures and local requirements before using it.
Short answer
A tool repair and service request form records a faulty or damaged tool, the fault, its priority, the repair assessment, parts, cost and the return-to-service check, with requester, technician and supervisor sign-off. It is raised whenever a fault is found, not on a schedule. Regulation 213 of the model WHS Regulations requires competent-person maintenance of plant, but Part 5.1 excludes manually powered, hand-supported tools.
Checked against Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011) on by the MapTrack templates team. How we check templates
Key takeaways
- The MapTrack tool repair / service request form contains 3 checks.
- Tag a faulty tool out of service and keep it out until the repair and return-to-service check are signed off.
- Regulation 213 covers powered tools. Manually powered, hand-supported tools fall outside Part 5.1 (regulation 185) but remain under the PCBU's general duty to keep plant safe.
- AS/NZS 3760:2022 clause 2.5 covers the action to take on electrical equipment found faulty at inspection and testing.
- Log repair cost and frequency per tool, so repeat failures support a replace decision rather than another repair.
What is a tool repair / service request form?
A tool repair / service request form is a structured document used to report a faulty, damaged or malfunctioning tool and request its repair or servicing. It captures the tool details, a description of the fault, the urgency or priority, and tracks the repair through assessment, parts, cost and final outcome. It ensures that faulty tools are taken out of service, repaired properly and returned safely, with a full paper trail.
In many workplaces, faulty tools are simply set aside or informally reported verbally, leading to lost repairs, unsafe tools returning to service and no data for replacement decisions. A standardised repair request form eliminates these risks by creating a documented chain of custody from fault identification through to repair completion and quality verification. MapTrack links repair requests to asset records and work orders, giving managers visibility of every open and completed repair across the fleet. Over time, repair data highlights tools with recurring failures that should be replaced rather than continuously repaired.
Beyond simple repair tracking, a well-structured service request process supports fleet management decisions about whether to repair, refurbish or replace ageing tools. Analysing repair frequency, cost per repair and downtime duration helps operations managers identify tools that have passed their economic repair threshold. In Australia, the WHS Regulations 2011 require that plant is maintained to prevent risks to health and safety.
Learn more about maintenance and work orders in MapTrack.
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Benefits of using this tool repair / service request form
- Safety: faulty tools are formally reported and taken out of service until repaired.
- Visibility: managers see all open repair requests, priorities and turnaround times.
- Cost tracking: record parts, labour and total cost per repair for budgeting and replacement decisions.
- Accountability: clear record of who reported, who assessed and who approved the repair.
- Maintenance history: build a repair history per tool to support replacement decisions and audits.
- WHS compliance: documenting the identification, isolation and rectification of faulty tools demonstrates the PCBU has met their duty of care under WHS legislation.
What to include in a tool repair / service request form
- Request details: date, requested by, department/team, contact number.
- Tool details: tool description, make/model, asset ID/serial number, location/site.
- Fault / issue description: detailed description, when the fault occurred, is the tool safe to use (yes/no), has the tool been tagged out (yes/no).
- Priority: urgent (safety risk), high (affects production), medium (workaround available), low (scheduled maintenance).
- Photos / evidence area: space for attaching or printing photos of the fault.
- Repair assessment: assessed by, date assessed, diagnosis, parts required, estimated cost, estimated completion.
- Repair outcome: repair completed, parts used, total cost, returned to service date.
- Quality check: tool tested and operational, safety checks completed.
- Requester acknowledgement, repair technician sign-off, supervisor approval.
How to use this tool repair / service request form
Complete request and tool details at the top - who is requesting, the tool, and where it is.
Record the requester name, date, department, contact number, tool description, make and model, asset ID or serial number, and current site or location. Accurate identification prevents confusion when multiple similar tools exist.
Describe the fault in detail. Note whether the tool is safe to use and whether it has been tagged out.
Write a specific factual description of the fault including symptoms, when it was first noticed and what the tool was being used for at the time. Mark clearly whether the tool is safe to use in its current state and whether it has been physically tagged out or isolated.
Select the priority level - urgent, high, medium or low.
Urgent means there is an immediate safety risk and the tool must be isolated. High means production is directly affected and repair should occur within 24 hours. Medium means a workaround exists. Low means the repair can wait for the next scheduled maintenance window.
Attach or print photos of the fault if possible.
Take clear, well-lit photos showing the specific area of damage or malfunction. Include a close-up and a wider shot for context. Attach the photos to the digital form or print and staple to the paper version.
A technician completes the repair assessment - diagnosis, parts, cost estimate.
The technician inspects the tool, confirms or revises the reported fault, identifies the root cause, lists any parts required with part numbers and estimated costs, and provides an expected completion date.
After repair, complete the outcome section. What was done, parts used, total cost, return to service date.
Document the actual work performed, list all parts used with quantities and costs, record total labour time and calculate the total repair cost. Note the date the tool is returned to service.
Complete the quality check and sign-off sections. Keep the form for your records.
Verify the tool operates correctly and passes any applicable safety tests such as insulation resistance or functional load testing. The requester, technician and supervisor each sign to confirm the repair is complete and the tool is safe to use.
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How often should you complete this work order?
Raise a tool repair request whenever a tool is found to be faulty, damaged, malfunctioning or not performing to standard. This includes faults identified during daily pre-start inspections, during use on site, during periodic audits or during scheduled test and tag inspections. Do not continue using a tool that poses a safety risk. Tag it out immediately and raise a repair request. For scheduled maintenance or calibration, raise a request in advance so parts and labour can be planned without disrupting the work schedule. Review tool repair frequency data quarterly to identify assets with recurring failures that may be more cost-effective to replace than to continue repairing.
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Frequently asked questions
Practical answers about the form, record keeping and using MapTrack.
A tool repair request should include the tool details (description, make/model, asset ID/serial, location), the fault or issue description (what happened, when, is the tool safe to use, has it been tagged out), a priority level (urgent, high, medium, low), space for photos or evidence, repair assessment details (diagnosis, parts required, estimated cost and completion), repair outcome (completed, parts used, total cost, returned to service date), a quality check, and sign-off from the requester, repair technician and supervisor.
Link to this answerConsider repairing a tool when the cost of repair is significantly less than replacement, the tool is still within its useful life, parts are available, and the repair restores the tool to safe, functional condition. Replace a tool when repair costs exceed 50 to 70 percent of replacement cost, the tool is at end of life, safety cannot be guaranteed after repair, or parts are no longer available. Track repair history. If a tool has repeated failures, replacement may be more cost-effective.
Link to this answerUnder the WHS Act 2011, a PCBU must ensure that plant including tools is maintained in a safe condition. If a tool is found to be faulty, it must be taken out of service, tagged out and not used until repaired. The WHS Regulations require plant to be maintained and inspected by a competent person (regulation 213), and require maintenance records for registered plant and plant with presence-sensing safeguarding (regulations 237 and 226). Returning a faulty tool to service without repair can expose the PCBU to penalties under the WHS Act.
Link to this answerYes. WHS Regulation 149 requires unsafe electrical equipment to stay disconnected until it is repaired or tested and found to be safe. In practice that means testing a repaired tool to AS/NZS 3760 (insulation resistance and earth continuity) and applying a new test tag with the next due date before it goes back into service.
Link to this answerYes. This tool repair service request form is completely free to download and use. It downloads as a ready-to-print PDF. No account or sign-up is required. If you want to digitise inspections with automatic scheduling, photo capture and compliance dashboards, MapTrack can help. Book a free demo to see how it works for your operation.
Link to this answerApplicable regulatory standards
This form is a starting point. Check the current requirements that apply to your equipment, work and location. The form alone does not establish compliance.
| Standard | Edition | Clauses this template relies on | Source |
|---|---|---|---|
| Model Work Health and Safety RegulationsMaintenance, inspection and necessary testing of plant by a competent person. Part 5.1 excludes manually powered, hand-supported tools (regulation 185). | Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011) |
| Safe Work Australia (drafted by the Parliamentary Counsel's Committee) |
| Model Code of Practice: Managing risks of plant in the workplaceMaintenance and repair by competent people to manufacturer instructions, and isolating energy sources before repair. | November 2024 version (reviewed May 2018; amended 2021, 2023 and 2024) |
| Safe Work Australia |
| In-service safety inspection and testing of electrical equipment and RCDsIn-service inspection and testing, action on faulty items and test records. Testing after repair sits in a separate standard, AS/NZS 5762. | AS/NZS 3760:2022 (incl. Amd 1:2022) |
| Standards Australia and Standards New ZealandSold by the publisher |
| In-service safety inspection and testing - Repaired electrical equipmentInspection and testing of electrical equipment after repair, the action taken on the results, and test records. Paywalled; headings only. | AS/NZS 5762:2011 |
| Standards Australia and Standards New ZealandSold by the publisher |
| Model Work Health and Safety Act (Model Work Health and Safety Bill)The PCBU's primary duty, which includes providing and maintaining safe plant. | Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025) |
| Safe Work Australia (drafted by the Parliamentary Counsel's Committee) |
Model Work Health and Safety Regulations
Edition: Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011)
Maintenance, inspection and necessary testing of plant by a competent person. Part 5.1 excludes manually powered, hand-supported tools (regulation 185).
- reg 213: Plant must be maintained, inspected and, if necessary, tested by a competent person, following manufacturer or competent person recommendations; annual inspection applies only if neither is practicable.
- Part 5.1: General duties for plant and structures for designers, manufacturers, importers, suppliers, installers and those managing or controlling plant.
- reg 185: Part 5.1 does not apply to plant relying only on manual power and designed to be mainly hand-supported, but does apply to hand-supported explosive power tools.
Safe Work Australia (drafted by the Parliamentary Counsel's Committee)
Model Code of Practice: Managing risks of plant in the workplace
Edition: November 2024 version (reviewed May 2018; amended 2021, 2023 and 2024)
Maintenance and repair by competent people to manufacturer instructions, and isolating energy sources before repair.
- Section 3.6: Maintenance, repair and cleaning of plant, following manufacturer instructions and by competent people.
- Section 4.5: Isolating energy sources before maintenance, repair or cleaning, with lock-out as the most effective isolation procedure.
In-service safety inspection and testing of electrical equipment and RCDs
Edition: AS/NZS 3760:2022 (incl. Amd 1:2022)
In-service inspection and testing, action on faulty items and test records. Testing after repair sits in a separate standard, AS/NZS 5762.
- 2.4: Inspection and testing of electrical equipment and RCDs
- 2.5: Action to take on equipment as a result of inspection and testing
- 2.6: Documentation of inspection and test results
Standards Australia and Standards New ZealandSold by the publisher
In-service safety inspection and testing - Repaired electrical equipment
Edition: AS/NZS 5762:2011
Inspection and testing of electrical equipment after repair, the action taken on the results, and test records. Paywalled; headings only.
- Section 2: Inspection and tests of electrical equipment after repair, including tag removal and the personnel who do them.
- 2.4: Inspection and testing of repaired electrical equipment.
- 2.5: Action to take on repaired equipment as a result of inspection and testing.
- 2.6: Documentation of inspection and test results for repaired equipment.
Standards Australia and Standards New ZealandSold by the publisher
Model Work Health and Safety Act (Model Work Health and Safety Bill)
Edition: Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025)
The PCBU's primary duty, which includes providing and maintaining safe plant.
- s 19: Primary duty of care: a PCBU must ensure, so far as is reasonably practicable, the health and safety of workers and others, including safe plant, systems, training and supervision.
Safe Work Australia (drafted by the Parliamentary Counsel's Committee)
Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.
MapTrack publishes this template. The linked authorities publish their own guidance; they haven't endorsed this form.
The numbers behind this tool repair / service request form
The pages below gather the figures behind this kind of check. Each figure on them carries its source and date, so you can quote it in a toolbox talk, a budget case or a board paper without chasing the original report.
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The MapTrack tool repair / service request form contains 3 checks.
- Short attribution
- MapTrack Tool repair / service request form, https://www.maptrack.com/templates/tool-repair-service-request
- Reference list
- MapTrack. (2026). Tool repair / service request form [Checklist template]. Retrieved from https://www.maptrack.com/templates/tool-repair-service-request
Free to reuse with credit under a Creative Commons Attribution 4.0 licence. If you’d rather link straight to it, the page is https://www.maptrack.com/templates/tool-repair-service-request.
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<div style="max-width:480px;font-family:system-ui,-apple-system,'Segoe UI',Roboto,sans-serif;border:1px solid #E5E7EB;border-radius:12px;padding:20px;background:#ffffff;">
<p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
<p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Tool repair / service request form</p>
<ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
<li style="margin:4px 0;">Request details: date, requested by, department/team, contact number.</li>
<li style="margin:4px 0;">Tool details: tool description, make/model, asset ID/serial number, location/site.</li>
<li style="margin:4px 0;">Fault / issue description: detailed description, when the fault occurred, is the tool safe to use (yes/no), has the tool been tagged out (yes/no).</li>
<li style="margin:4px 0;">Priority: urgent (safety risk), high (affects production), medium (workaround available), low (scheduled maintenance).</li>
<li style="margin:4px 0;">Photos / evidence area: space for attaching or printing photos of the fault.</li>
<li style="margin:4px 0;">Repair assessment: assessed by, date assessed, diagnosis, parts required, estimated cost, estimated completion.</li>
</ul>
<p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/tool-repair-service-request" style="color:#071D49;font-weight:600;text-decoration:none;">Tool repair / service request form</a> by MapTrack</p>
</div>Free to reuse, including commercially. This template is published under a Creative Commons Attribution 4.0 licence. Copy it, adapt it, put it on your own site or in your own docs. All we ask is that you credit MapTrack with a link back to this page. The snippet above already includes that credit, so if you use it as-is you’re covered.
About the author
Co-Founder & Commercial Director
Jarrod has spent over a decade in technology consulting and asset management, including roles at Accenture (mining and heavy industry) and CGI as an Asset Management Consultant. He co-founded MapTrack and built and scaled its original platform, then rebuilt it with Lachlan and Alex from thousands of customer conversations and 300+ user research sessions with field teams. His consulting background gives him deep insight into the operational and compliance challenges facing asset-intensive Australian businesses.
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